Assistant Manager - Hr & Administration

Staff - Non Union
Job Category
M&P - AAPS
Job Profile
AAPS Salaried - Administration, Level A
Job Title
Assistant Manager - HR & Administration
Department
Administration | Department of Anesthesiology, Pharmacology and Therapeutics | Faculty of Medicine
Compensation Range
$5,063.67 - $7,294.50 CAD Monthly
The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.
Posting End Date
May 24, 2023
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job End Date
This position is located within a health-care facility, therefore, the successful candidate will be required to provide verification of full vaccination against Covid-19 provided prior to the start date, as required by a provincial health mandate.
At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.
Job Summary
The Department of Anesthesiology, Pharmacology & Therapeutics is one of the larger departments in the Faculty of Medicine (FoM) with over 700 department members including full time and clinical faculty, academic visitors, fellows, student employees and staff in varying job families and classifications, in addition to volunteers and others working in clinical and research environments. The Department's medical education programs are some of the most widely distributed within the Faculty of Medicine with faculty appointees and trainees located within all six (6) Health Authorities. Funding within the Department, supporting positions and activities, is a mix of operating funds, clinical alternative payment program funds, significant research grant funding, endowments, education program funding as well as external partnership funding.
This position is responsible for the operational management of HR activities in the Department including assessment of human resource needs, drafting position descriptions, hiring, reclassifications, and terminations; providing guidance and advice to faculty and other supervisors on employee relation matters and responding to grievances and other labour relation issues. The incumbent is part of the Department Administration team, responsible for managing clinical faculty, (Clinical Faculty, Postgraduate Clinical Fellows and Clinical Administrator), term faculty (Research Associates, Postdoctoral Research Fellow, Visiting Faculty), honorary faculty (affiliates, adjunct, associate members & emeritus/post-retirement appointments) staff and student recruitment, appointment, reappointment.
Concurrently, under the direction of the Administrative Manager this position will work collaboratively with cross-functional teams. The incumbent will contribute to the entire project lifecycle including gathering information from stakeholders, conducting analyses, preparing project documentation, policies, procedures and templates. Will track progress on projects with the intent to increase the efficient administration, organization and operation of the Department of Anesthesiology, Pharmacology & Therapeutics.
Organizational Status
Works independently in managing responsibilities. Reports to the Administrative Manager. The position liaises with the Department Head, faculty, staff and students. Liaises and consults with UBC units outside of the Department in particular Faculty of Medicine (FoM) HR, central HR and Faculty Relations. Liaises with the BC College of Physicians and Surgeons, Royal College of Physician and Surgeons, Health Authorities, and related agencies, immigration consultants, and government agencies. Also liaises regularly with external organizations.
Work Performed
Administrative Projects

• Liaises with key stakeholders on the initiation of priority projects, documentation, archiving and project controls to ensure the projects run smoothly
• Develops and maintains web content, including a content management system. Develops, analyzes and makes recommendations on improving the information architecture ensuring the ease of navigation for users.
• Develops and implements internal communication tools and business processes to keep key stakeholders informed of business directions, project status, scope changes and milestone achievements.
• Responsible for the initiation, research, prioritization and determination of appropriate course of action on matters identified by APT leadership.
• Prepares briefing notes and plans by analyzing, researching and drafting website content, department procedures, forms, etc.
• Provides coverage to Administrative Manager as required
• Develops and creates departmental orientation material for faculty, staff and students.
• Participates in Department and/or Program meetings and workshops as required
• Working with internal & external stakeholders, responsible for providing up to date web content for the APT website, including examining best practices and trends in website content at comparable institutions and departments across the academic sector to ensure the competitiveness and leadership of the APT website.
• Manages administration of the planning, implementation and close-out activities of identified priority projects
• Develops, implements, maintains and updates administrative policies, practices and procedures to ensure compliance with UBC and health authority policies and procedures.
• Coordinates project activities, follows up on action items and deliverables to ensure completion and to keep the project on track and focused on achieving the intended outcome.
• Work with the Administrative Manager to develop, maintain, update, evaluate and implement Department policies, procedures, processes and guidelines, including ‘how do I’ handouts.
• Researches and writes documentation including project plans and scope documents. Compiles information for the development of project schedules and timelines.
• Manages various projects, including but not limited to the update of the APT website and faculty profiles; development of processes, procedures and templates for the undergraduate/graduate Pharmacology program in the Department of Anesthesiology, Pharmacology & Therapeutics and development of administrative/operating procedures. These projects will involve identification, implementation, review and management of the various aspects of the project cycle.
• Performs other duties as needed and/or required to meet operational needs.

HR Management

• Assesses the need for, recommends improvements and implements administrative policies, practices, and procedures to be observed by staff with regard to human resource issues.
• Ensures compliance with collective agreements and handbooks and ensures that applicants are treated fairly in accordance with University equity policies.
• Addresses employee performance issues, attendance issues, disciplinary actions and grievances, consulting with appropriate Dean s Office and UBC offices as required.
• Coordinates with Health Authorities and government agencies in the hiring and appointment of clinical fellows
• Responsible for the integrity, confidentiality and security of all personnel records in the Department
• Responsible for managing workplace incidents involving Department members, ensures proper paperwork is completed as per UBC s requirements.
• Responsible for position classifications/reclassifications, drafting job descriptions; performs formal classification of staff positions for CUPE and Non-Union technicians; consults with and liaises with central HR on positions they classify;
• Attends Department Committee meetings as required
• Coordinates compensation matters and advises on salary administration for all staff groups including progression to midpoint increases and annual approved merit increases. Consults with Compensation Associates/Consultants in Human Resources where appropriate.
• Responsible for the operational management of HR activities for the Department; ensures that procedures and activities are consistent, align with UBC policy and procedures and align with the Department’s vision, mission and strategic priorities; ensures all Department HR procedures are well documented and updated
• Ensures all term faculty, staff and trainees have completed appropriate UBC mandatory training courses, biosafety, chemistry as well as any other specific courses required.
• Responsible for managing and ensuring certifications are met and in compliance for all Department members in accordance with the Worksafe BC regulations, UBC guidelines and policies including Chemical Safety and UBC safety courses
• Responsible for ensuring documentation related to clinical faculty, term faculty, honorary faculty, staff and student transactions including employment offers, salary changes, leaves, promotions, layoffs, resignations, retirement, transfers, etc. is in order and adheres to the various employment agreements and UBC policies and procedures.
• Provides guidance and advice to supervisors and staff on terms of employment/collective agreements, employee recruitment, employee relation management, conflict resolution, leave entitlements, position classifications, compensation, performance management, employee reviews and other issues as they arise; has signing authority for non-faculty appointments and offer letters.
• Performs other related duties as required
• Responsible for the management of the recruitment activities, appointment, re-appointment, immigration, termination, leaves and promotion process for clinical faculty (Clinical Faculty, Postgraduate Clinical Fellow and Clinical Administrator), term faculty (Research Associates, Postdoctoral Research Fellow, Visiting Faculty), honorary faculty (affiliates, adjunct, associate members & emeritus/post-retirement appointments) staff, students and volunteers.
• Ensures Department procedures are aligned with the FoM Policy on Clinical Appointment and UBC and Faculty of Medicine requirements, and that the Department procedures are well documented and distributed appropriately.
• Manages employee terminations, grievances, and performance; consults with central HR as appropriate; oversees resolution of disciplinary issues and grievances on behalf of the Department for all issues involving term faculty, staff and students in the Department
• Develops, monitors and manages all aspects of orientation for clinical faculty, term faculty, staff, student and visitors. Ensures managers receive orientation on HR policy, employment agreements, supervisor obligations and standard practices in the Department and at UBC; provides guidance and advice on staff management and employee relation issues
• Ensures all term faculty, staff and trainees are in compliance with site specific requirements such as Criminal Records Checks and/or vaccination declarations.

Consequence of Error/Judgement
The incumbent must use strong organization and prioritization skills to effectively and efficiently manage the various processes and timelines related to clinical faculty, term faculty, honorary faculty, staff and student appointments, re-appointments in the Department of Anesthesiology, Pharmacology & Therapeutics. An error or the impact of a decision regarding human resource activities could result in payroll problems, grievances, lawsuits, misclassifications of positions and an impact on the Department s budgets.
Exercises considerable judgement in initiating and completing activities and is required to consider various factors to meet timelines and deadlines as well as considering the agreement requirements of the faculty collective agreement, Department procedures, and UBC and FoM policies, procedures, and guidelines. Accountable for the accuracy and timeliness of his/her work and procedures and systems. Errors in judgement or procedures could result in inefficient use of resources and/or additional financial obligations for the Department. The incumbent will be dealing with sensitive, highly confidential information and unique situations that require good judgement in the appropriate actions to take and/or other UBC units to involve.
Supervision Received
The Administrative Manager will provide general direction and oversee performance. The position is expected to work independently within UBC, FoM, and Department policies, procedures, objectives and goals and to use good judgement in duties and responsibilities and in identifying unusual matters that require consultation, further investigation, etc. before taking action.
Supervision Given
None. May allocate work to and train Worklearn students and temporary staff as needed, or provide orientation to new staff.
Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of two years of related experience, or the equivalent combination of education and experience.

• Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion
• Willingness to respect diverse perspectives, including perspectives in conflict with one’s own

Preferred Qualifications

• Proven ability to establish and maintain positive working relationships with individuals at all levels of an organization.
• Ability to effectively use word processing, spreadsheet, and database applications at an intermediate level.
• Ability to exercise leadership, a high degree of judgement, tact, discretion and initiative in all areas of responsibility.
• Highly effective analytical, oral and written communication, organizational, problem-solving, conflict resolution, and interpersonal skills.
• Experience in working with UBC s human resources and administrative systems is an asset.
• Ability to exercise tact and discretion with confidential matters.
• Ability to deal with a diversity of people in a calm, courteous, and effective manner.
• Ability to take and transcribe minutes.
• Ability to adapt and work effectively under pressure and be able to prioritize and multi-task to meet deadlines in an environment that is fast paced, with high volume and critical deadlines
• Ability to communicate effectively verbally and in writing. To compose correspondence, reports, presentations and other written materials using clear concise business English.
• Ability to work independently and as part of a team.
• Knowledge and experience with UBC and Faculty of Medicine policies and procedures. to understand and apply policies, procedures, and instructions; and exercise sound judgment.
• Effective interpersonal, customer service, and organizational skills.
• Ability to effectively recruit, train, supervise, and motivate employees.
• Ability to gather, record and organize information.
• Ability to plan, schedule and organize a variety of projects and/or events, often concurrently.
• Demonstrated ability to implement, establish and set priorities
• Experience in a University environment preferred.
• Demonstrated experience with web-based communication tools.
• Ability to analyze and interpret data, determine implications, and provide
• Ability to analyze problems, identify key information and issues, and effectively resolve.